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Academic Administrative Assistant - Jobs in Antigonish, NS

St. Francis Xavier University
Job LocationAntigonish, NS
EducationNot Mentioned
SalaryNot Disclosed
IndustryNot Mentioned
Functional AreaNot Mentioned
Job TypeFull Time

Job Description

Academic Administrative Assistant NSGEU - 13-month termStFX is a top-ranking Canadian university, and we are seeking an energetic and organized professional to provide high-quality administrative support for the Gerald Schwartz School of Business. The successful candidate will provide administrative support to 3 Department Chairs and approximately 30 faculty in the Gerald Schwartz School of Business.This position is in salary Band 3 of the NSGEU Collective Agreement with an hourly salary range, $18.07 to $22.07 (as of July 1, 2022) and is for 35 hours per week. This is a 13-month term beginning immediately and ending August 18, 2023.Responsibilities include:

  • Responsible for document management within the office, including the maintenance of all records and files, both hardcopy and electronic relative to the Chairs
  • Assists Chairs with student registration
  • Uses all MS Office programs to create, edit, and issue a variety of electronic documents and hard copy, including moderately complex spreadsheets as needed (budgets, expenditures, car rentals, etc)
  • Assists Chairs with processing and monitoring expense claims.
  • Regularly posts agreed upon documents to Departmental shared drives
  • Assists Chairs with managing dates/calendar events in the administrative calendar
  • Coordinates after hours room bookings with Facilities Management and Security
  • Responds to inquiries from students, faculty, parents, the public, the University community, other educational institutions, and external organizations in a timely manner, with accurate information, using the appropriate means (e.g., personal contact, telephone, postal or electronic mail). Where necessary, refers inquiries to the appropriate department or faculty or staff member
  • Updates information for the relevant Departments website as needed
  • Coordinates the smooth running of the office and uses independent judgment to effectively organize, prioritize and manage tasks and agenda according to deadlines
  • When required, prepare department or program meeting minutes and agenda
  • Provides accurate information to internal and external clients on relevant processes, policies, and guidelines, etc
  • Effectively and pro-actively reviews office processes and implements improvements
Qualifications/Skills:
  • The ideal candidate will possess at least a post-secondary diploma in a relevant area and have a minimum of 2 years experience in office environments.
  • The candidate must be able to work independently in a fast-paced environment
  • The candidate must be willing to learn and use new technologies
  • The candidate must exhibit superior communication and interpersonal skills
  • The candidate must have excellent organizational skills
  • Advanced skills in all MS Office components (Word, Excel, Power Point) are necessary.
  • The ability to work effectively and professionally with students, faculty, and staff from a wide variety of backgrounds is essential.
The closing date for applications is July 20, 2022, at 1:00 pm AST. All applicants are encouraged to apply and will be considered if there are no qualified bargaining unit applicants. To express your interest in this role, please direct your application in confidence to:Human Resources, St. Francis Xavier UniversityEmail: careers@stfx.caOnly those selected for an interview will be contacted.St. Francis Xavier University is located in Mikmaki, the ancestral and unceded territory of the Mikmaq People.Our institution is committed to upholding the values of equity, diversity and inclusion. We encourage applications from members of groups that have been historically disadvantaged and marginalized, including Indigenous persons (especially Mikmaq), racialized persons (especially African Nova Scotians), persons with disabilities, those who identify as women and/or 2SLGBTQ+ and any others who would contribute to the diversity of our community. Please note that all qualified candidates are encouraged to apply; however, applications from Canadians and permanent residents will be given priority.We are also committed to the elimination of barriers to participation for persons with disabilities. Should you require an accommodation during the recruitment process, please contact Human Resources at hr@stfx.ca or 902-867-5038.Quick Apply
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